Jazz 2012 Trader Application

Cheltenham Jazz Festival, 3 - 7 May 2012.

The deadline for applications has now passed.

If you have any queries related to this please email the team on jazzfestival@cheltenhamfestivals.com

 

Find out more...

• Get in & get out times
• Serving times
• What we will provide you with
• Terms and conditions
• Additional Information

 

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Trader get in & get out times

 

Access for traders to the site is not available before Thursday 3 May . The site comes down Monday 7 May.

Set up may begin from 9am on 3 May.  All stalls must be setup by 2pm and ready to trade from 5pm.

Traders may begin packing down from the start of last event on 7 May (evening) – no earlier.

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Serving Times

 

Thursday 3 May	5pm – 9.30pm
Friday 4 May	5pm – 9.30pm
Saturday 5 May	11am – 10.30pm
Sunday 6 May	11am – 10.30pm
Monday 7 May	11am – 8pm

*Please note these times may still be subject to change

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Cheltenham Festivals are responsible for the following:

 

1. Provide Space

The site is quite restricted on space; therefore the organisers will access each application individually and allocate the appropriate pitch size.  Prices will reflect pitch size required and product type.

2. Power

Power is available at a cost of:

16A - £80
32A - £120
32A 3phase - £200

(All with Ceeform connectors)

If you require 13 amp sockets converters from ceeform we can provide them at a cost of £5 each.

Prices are subject to VAT.

Generators are not permitted on site for health & safety and noise reasons. Please ensure you request the appropriate level of power so that we can plan ahead.  Traders who pull more power than ordered and cause the circuit to go down, will be disconnected and their stall closed down. All electrical equipment on site must have been tested and have a current safety certificate.

 

3. Water

Water will be supplied by access to a mains standpipe.  We do not have facilities to provide a mains supply. 
Waste water must only be emptied into the containers provided.
Please refer to Food Safety Act 1990 - It is the stall holder’s responsibility to meet any water requirements.

 

4. Waste Management

Litter on general site is the responsibility of CF.  
Traders are responsible for catering waste, litter on their pitch and in the small public area directly in front of the pitch. 
Traders’ waste should only be put in Cheltenham Festival bags and disposed of in the allocated bins – bags will be issued by the organisers at the start of the festival.  If you require additional bags this will incur a charge of £5 per bag for general rubbish and £4 per bag for recycling.

No facilities will be provided for the disposal of cooking oils.

 

5. Facilities

Sufficient toilet facilities will be provided by CF.

The site is staffed throughout the day and security personnel will be provided overnight.  Cheltenham Festivals accepts no responsibility for loss or damage to persons or equipment.

No camping is permitted.  If you are not local you will need to make your own arrangements for accommodation.

 

6. Promotion

Cheltenham Festivals will feature all stall holders on the Festival webpage dedicated to ‘Jazz on the Square’.

 

Payment

Payment should only be made when an application is successful and must then be made in full by the date specified on acceptance of your application.

Cancellation will incur loss of deposit.  Within 14 days of the event the cancellation charge will be 100% of pitch price.

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Terms and Conditions

 

Please read carefully and ensure you can comply with all of the following trader responsibilities.

• Deposits for stalls must be made by 9th March 2012
• Balance payment for stalls must be made before 12th April 2012

Non payment by that time will result in the stall being reallocated and the loss of your deposit. 

 

• Traders must be responsible for the set up and removal of products on site, only bringing the agreed structures. 
• Traders must not move once allotted a pitch, unless agreed with Festival organisers.
• All structures should be sound, secured firmly to the ground and able to withstand adverse weather conditions.  Trip hazards (eg. guide ropes) must be clearly marked.
• Vehicles are not allowed on site, except in the get in and get out stages.
• Deliveries.  If you need stock delivered during the festival please arrange to have it dropped off to the designated area.  It will then need to be carried to site or transported using a trolley.  No vehicles will be able to drive onto site during the festival.
• Traders are responsible for fully staffing the stalls and accommodating all issues surrounding their staff for the agreed duration above.  
• Traders will be responsible for the efficient serving of their product and not serve any products other than those stated on the submitted application.
• Please provide copies of all appropriate trade licences, risk assessments and proof of insurance, as requested on trader checklist.
• All food and drink traders should comply with the following regulations:

      Health and Safety at work 1974 as appropriate
      Food Safety 1995 (General Food Hygiene)
      Food Safety 1995 (Temperature Control)
      Food Safety Act 1990

• Waste water must be put in the containers provided.  Traders should inform the organisers if the containers need to be emptied.
• Please ensure all electrical items are PAT tested with certificates available at the event.  As much as possible electrical items should be kept out of public reach.
• Traders must not bring generators on to site.  Electricity will be provided by Cheltenham Festivals at the level requested in your application. 
• Traders must possess a Fire extinguisher and a fire blanket to be present on the stall at all times along with a first aid kit.
• Traders must not produce any amplified noise.
• No sales of tobacco, alcohol, weapons, or wax flares will be allowed. No bbqs.
• No any animals on site.
• Traders will be responsible for the safe disposal of any refuse with the festivals waste management system.  All drinks packaging must be recyclable and food packaging should be biodegradable.
• Traders are responsible for litter on their pitch and in the small public area directly in front of the pitch.
• No glass is allowed on site.
• No subletting of stalls.
• Employers' Liability and Public Liability Insurance must be on display in stalls at all times. Likewise traders are responsible for ensuring contractors delivering to, or working on their stall, are suitably insured.
• Unauthorised use of Cheltenham Festivals logos will result in stalls being shut down and goods confiscated.

 

Traders are required to comply with these terms and conditions.  If a trader is asked to leave due to contravening these requirements they shall not be entitled to any rebate. 

 

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Additional Information

 

Attendance numbers from last year.

Day		Ticketed Capacity		Forecast Ticket Sales		Un-ticketed Projections		Estimated Total
Thursday		1,925		1500		400		1900
Friday		1925		1600		700		2300
Saturday		5800		4500		2,000		6500
Sunday		5800		4500		2,000		6500
Monday		5100		3,900		2,000		5900
Total		20550		16,000		7,100		23100*

 

*This projection does not include ticket buyers for events at off site venues.

** The projections have been accounted on the basis that each ticket bought is an individual attendee for show. Our previous statistics show that 70% of our audience only buy for one event.

 

After the Festival a short survey may be sent round to stall holders.  We hope you will feel able to help us with this so we can continue to consolidate our Jazz on the Square concept for future years.

 

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